Research Services Assistant, Mintz, Boston, MA

Posted June 2, 2021

Description:

Under the direction of the Director of Research Services, the Research Services Assistant works to provide quality support to the Director and the Research Services team. The Assistant will provide daily administrative support to the Director and work on regularly scheduled and ad hoc projects for the team.

Responsibilities:

Monitor regularly occurring departmental tasks to make sure the team is up to date.
Reconcile invoices and receipts. Track down client numbers when necessary.
Maintain and oversee department contacts, calendars, activities and vacation schedules.
Maintain vendor contacts in Outlook and on Mintzport.
Organize and sets up internal and external department meetings.
Coordinate the logistics of vendor training for the department and for attorneys. Schedule, book rooms, work with vendors, generate invitations and gather feedback.
Run regularly scheduled activity reports from Footprints and assist with a variety of other data collection and data verification projects.
Participate in the maintenance of the department intranet pages. Review the Firms Intranet and Web Page to ensure copyright compliance. Bring any questionable items to the attention of the Director.
Maintain the organization and regular updating of Desksite/iManage department documents. Monitor activity of department authors and ensure that documents are current and dated as such.
Maintain files of electronic current awareness materials in the RS Alerts mailbox, identifying renewals and other critical notices. Monitor emails received to identify missing issues and identify publisher formatting problems and maintain spreadsheet associated with this task. Work with Resource Specialist – Serials to resolve identified delivery failures, renewals and notices, and other issues.
Assist with book retrieval/delivery for both weekly filing projects and ILL delivery/return.
Provide back up support for basic document retrieval functions. Maintain basic Lexis/Nexis search skills.
Assist with creation of department guides and practice support materials.
Tend to administrative functions as needed.
Assume additional responsibilities and special projects as requested.

Qualifications:

Bachelor’s degree required.
1+ year of administrative assistant experience within a law firm or professional services environment is strongly preferred.
Possess excellent written and verbal communication skills.
Strong organizational and administrative skills.
Excellent attention to detail and ability to execute through to completion.
Creative problem solving skills, reasoning ability, and logical thought process.
Ability to work under pressure, prioritize competing demands, and meet various deadlines.
Demonstrated ability to professionally interact and collaborate with colleagues at all levels.
Ability to work independently and as part of a team.
Outstanding sense of customer service.
Enthusiastic, proactive, and positive attitude.
Ability to handle confidential matters with discretion.
Must be self-motivated to produce quality work.
High level of integrity and honesty.
Excellent computer skills, including proficiency in using Microsoft Word, Outlook, Excel and PowerPoint. Ability to quickly get up to speed and master new applications and software is critical.
Ability to carry and/or move books weighing up to 10-15 lbs.
Flexibility to work overtime when necessary.

This job description is a general description of the types of responsibilities that are required for an individual in this job. It is not intended to be a complete list of the responsibilities, duties and skills that may be required for this position.

How to Apply:

Applicants should apply directly using this link: https://www.mintz.com/careers/professional-staff